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SALARY PLANNING MANAGERS/APPROVERS and

HR POCs

SALARY PLANNING: PROPOSE MERIT & MSA INCREASES AND

MERIT LUMP SUM Salary Planning Managers/Approvers and HR POCs use this job aid for guidance during the Salary Planning

process to propose and approve Merit Increases for employees (i.e., Merit/Cohort, Market Salary

Adjustment/MSA, and/or Merit Lump Sum).

NOTE: Salary Planning Managers are career managers with compensation responsibility (Senior Associate, Chief

Engineer/ Scientist/ Technologist/Technical Specialist level or higher)

Depending on their level of responsibility, a Salary Planning Manager may perform multiple manager roles

during salary planning (i.e. propose increases as well as approve increases).

SALARY PLANNING MANAGER ROLE

PROPOSE MERIT INCREASE

Once the salary planning process has been launched, managers with salary planning responsibility receive an

Outlook email notification and Workday Inbox Action. NOTE: Salary Planning Mangers receive one Workday Inbox Action titled Merit: Sr Staff Merit to use for all

employees in the Merit Plan. If you are a Salary Planning Manager with employees in the International Cohort

structure, you will receive a Workday Inbox Action titled Merit: Sr Staff Cohort.

NOTE: If you have subordinate organizations, once in the Workday task, click the Propose pencil icon to view and/or input salary increases for all employees in your immediate supervisory organization.

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1. All employees within a Supervisory Organization will appear in the Employee Grid. Click on an Employee within the grid to show additional details regarding the employee in the Smart Panel (blue box to the right of the grid):

• Merit Target Range: Merit Increase Guidelines – This will auto populate based on the employee’s position in the salary range

DATA IS ILLUSTRATIVE

Auto fills the Merit Increase % for each employee based on the Merit Target

Merit Budget & Spend (includes Lump Sums)

MSA Budget & Spend

Each Direct Report in the Manager’s Supervisory Organization displays in the Grid along with their Job Profile, Current Base Pay and their current Bonus Rank. The Bonus Rank will show as NE if not eligible.

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2. Enter the Merit Increase %, Merit Increase Amount, Market Salary Adjustment (MSA) %, MSA Amount, Lump Sum %, or Lump Sum Amount for each employee. Click the Autofill button to provide all employees in the grid with a Merit/Cohort increase equivalent to the target.

NOTE: Salary Planning Managers should not give both a salary increase and Lump Sum to an employee. If both are submitted for an employee, HR will contact the Salary Planning Manager and require they select either a salary increase or Lump Sum (not both).

3. The amount of the increase will be automatically deducted from the Merit Budget and/or the Additional

Adjustment (MSA). If the Merit Budget and the Additional Adjustment stay green, you are at or below your budget. If the figures turn red, you are above the budget. Budgets are managed at the Group level.

4. Justification is required for the following:

• Total Salary Increase > 10%

• MSA Increase of any amount

• Salary Action resulting in new salary > $225,000 NOTE: Cohort Salary Planning Managers enter justification of “in Cohort plan”

• Salary Action resulting in new salary > 5% above Compensation Range Maximum (Top Cohort)

• Lump Sum 5. If an increase requiring a justification is needed, a Flag will appear. Click the hyperlinked number below the Flag for a description of the justification needed.

6. After entering salary actions for all employees in the grid, click the Submit button. If not ready to submit, you may make edits and exit the grid to return later. NOTE: Edits made will autosave NOTE: Clicking Submit will submit all employees within your organization to your Manager for review, even if no adjustment was entered.

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7. Once submitted, you may review details of the task from the Archive tab of your Inbox

• Click More Details to view the Employee Grid. This will be what you input, as well as update the data if other levels make adjustments

7.

8. The Process tab will show the Status of the process, the person who most recently took action, and the

date the action was completed.

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SALARY PLANNING MANAGER TIPS AND TRICKS

• Increases and Lump Sums will be paid out in the first regular payroll cycle after the effective date of the

increase Lump sums will be charged to the employee’s admin and taxed at the supplemental rate like a

bonus.

• If you attempt to Submit with errors, the task will reappear in your Inbox and require the errors be

corrected prior to submitting

• If any employees in the Salary Planning grid have a parallel event in progress, a notification shows on the

screen directly above the Salary Planning grid. Click the numbered hyperlink to view details about the

parallel event. If there is a parallel event, the event must be completed or cancelled prior to finalization

of Salary Planning.

NOTE: A parallel event is an open process that occurs within the same timeframe as Salary Planning. (i.e. employee transfers, employee terminations, employee Job Changes).

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SALARY PLANNING APPROVERS

REVIEW/APPROVE MERIT INCREASES

Reviewers (salary plan approvers) within the salary planning process receive an Outlook email notification and Workday Inbox Action.

NOTE: You receive one Inbox Action for Merit: Sr Staff Merit even if you are approving merit for multiple

supervisory organizations. If you are a compensation approver with employees in the International Cohort

structure, you receive an Outlook email notification and a Workday inbox action titled Merit: Sr Staff Cohort.

1. Click the Sub Orgs icon to view which of your subordinate organizations have submitted. After reviewing the data, if you would like the previous manager to make edits or adjustments, click Actions Send Back to return the Salary Planning grid to the previous manager to correct or reconsider. You must include a Comment when sending back.

2. Click Actions Search Employees to access an employee within your subordinate organization. Upon locating the employee, select the checkbox located next to the employee’s name, click Review to review the proposed salary action. To change their proposed salary action, edit the increase and click Continue.

3. Click Actions Complete on Behalf to complete the Salary Planning gird on behalf of managers within your subordinate organization. This should only be done if someone is out of the office and the process must move forward. This should be used in exception cases only.

4. Once all your subordinate organizations have been submitted and you approve all increases and/or Lump Sums, click the Submit button.

NOTE: All Supervisory Organizations within the organization chain must be submitted before the top-level manager can Submit.

Click to view

Subordinate Organizations

Click to view all employees in your org and subordinate orgs

As an Approver, use the Submit button to Approve the changes

Click to view actions that have already occurred

Click Actions to

• Search Employees within the supervisory org. hierarchy

• Complete the Merit Planning process on behalf of the organization’s Manager

Click to Propose Merit *Status definitions below

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*Status definitions:

• Awaiting Action – The current Supervisory Organization and those in the organizational hierarchy are awaiting input and submittal

• Manually Advanced – The next level manager pulled the actions forward into their inbox

• Sent Back – The next level manager sent the salary planning back for changes to be input

• Submitted – The prior manager submitted all employees within their Supervisory Organization

COMPENSATION DASHBOARDS

OVERVIEW

With your access to Salary Planning, you also have access to a manager Salary Planning Dashboard designed

to provide reporting insight into key salary planning business processes.

You can access Dashboards by navigating to the Home screen and clicking the Dashboards worklet.

There are various Dashboards that Managers and Human Resources professionals can access depending on

their level of security within Workday. Dashboards that are applicable to Merit Increases are:

1. Managers

o Manager Salary Planning Dashboard

▪ BAH704 – Compensation Spreadsheet: Employee information and their compensation

details

2. Human Resources

o HR Salary Planning Dashboard- People Services

o HR Salary Planning Dashboard

Upon clicking the Dashboard title, you will see various reports that show relevant data. The Dashboard

consists of the following reports based on your security:

• Merit and MSA Spend Analysis: Illustrates the Merit and MSA spend against the salary budget

• Promotion Spend Analysis: Provides insight into promotion spend that has occurred throughout

a specified date range

• Advancement Step: Tracks changes to Advancement Steps for employees aligned to the

Engineering & Science Professional Job Family Group and the Engineering Technical Support Job

Family Group

• Compensation Analysis: Provides the Compa ratio by Supervisory Organization and Subordinates

(Compa ratio reflects salary position against the salary range midpoint)

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NAVIGATING THE DASHBOARDS

The top section of the screen shows the dashboard name and describes what the dashboard includes. You

can click on View More to get further insight on the content of the dashboard.

Clicking the Gear icon in top right of the blue section, will produce a list of different reports that are

available within the Dashboard.

Within the Dashboard is a Custom Reports section that will show you a list of Custom Reports that you can

run by clicking on the report name

NOTE: Running the Custom Report takes you out of the Dashboard. To return to the Dashboard click on

the home button , back button or Workday logo.

Each report has a Gear icon that you may use to refine your search. Click the Gear icon and select Edit Settings. The Edit Settings function will enable you to filter the analysis by Supervisory Organization, Group, Account Group, FSO, IMT and Cluster. To filter by Cluster, select All Organizations by Type > Location Hierarchy > All BAH Clusters.

When using the Supervisory Organization filter, you may need to enter the organization name or partial name for the field to populate. To include Subordinate Organizations within the selected Supervisory Organization, check the Include Subordinate Organizations box.

NOTE: If you receive an error message, the report load has timed out and you will need to use Edit Settings to further filter your request.

NOTE: Filters applied to the reports will remain in place until changed. You can either manually change or select Restore Default Settings to change the saved filters.

The Gear icon also allows you to export results to Excel and PDF, by clicking on the available options.

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The data in the report is summarized in either charts or tables; you can click on the data to drill down to

employee level information. View By option allows you to display the data in different views.

View Details provides the employee level data for that metric. The chart icon next to the Gear will allow

you to manipulate the layout of the report where applicable.

HR REPORTS

• Promotion Nomination: Employees who are nominated for promotion via the Promotion

Nomination form within a specified date range

• Change Job for Promotion: Employees promoted via the Job Change - Promotion action within a

specified date range

CUSTOM REPORTS

• BAH704 – Compensation Spreadsheet: Employee information and their compensation details

• BAH707 – Merit Process Status for FY19: Employee status details aligned merit process

• BAH710 – Internal Equity Review for FY19: Employee demographic and merit information

• BAH718 – Salary Planning Exceptions for FY19: Employees with exceptions for VP, People Services

review